Electronic Personnel Action Forms
Student and Hourly Payroll
Processing
Lisa Batey
Cindy Camp
Alicia Haynes
Becky Young
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Electronic Forms Processing

General Overview – What we plan to cover!
Electronic Personnel Action Forms (EPAF)
 W4 and Social Security Card Requirements
 I9 Requirements
 Questions and Answers


Please note: Departments must go through EPAF
training before permission to use EPAF’s can be
granted.
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Electronic Personnel Action Form
EPAF
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EPAF Overview
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The Electronic Personnel Action Form allows
paperless processing of personnel actions for
students . This process enables MTSU to expedite
personnel actions though an electronic approval
process and provides an audit trail of all
approval/disapproval history. The EPAF will
replace the existing paper PEF for student
processing and temporary hourly terminations.
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Electronic Personnel Action FormEPAF

The EPAF is originated in the department by
the individual who is authorized to generate
payroll transactions for the department. Once
the EPAF is created, it is saved and submitted
through an approval routing queue. Each EPAF
has mandatory approval levels developed by the
Human Resource Services office. Access to
EPAF’s will be granted once an individual goes
through training.
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Electronic Personnel Action Form
EPAF

EPAF Categories

HIRE
 HIREST
– Used to process individuals who have never
worked in the position before.
 HIRESW – Used ONLY by Financial Aid to process
new work study positions.
 GRHIST – Used to process individuals in grant positions
who have never worked in that position before.
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
Electronic Personnel Action Form
EPAF
EPAF Categories

Re-Hire
 REHIST
– Used when a student has previously worked
in a position.
 REHISW – Used ONLY by Financial Aid to re-hire a
work study student.
 GRRHST – Used to re-hire a student into a grant
position that they have previously worked in.

Terminations
 TERMST
– Used to end a position for a student worker.
 TERMSW – Used ONLY by Financial Aid to end a work
study position.
 TERMTH – Used to end a temporary hourly position.
 GRTERM – Used to end a grant funded student or
temporary hourly position.
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
Electronic Personnel Action Form
EPAF
EPAF Categories

Pay Rate Change
 RATEST
– Used to change a pay rate on a student
position.
 GRRATE – Used to change a pay rate on a student in a
grant position.

Timekeeping Org Change
 TORGST
– Used to change a T-Org on a position for a
student worker.
 TORGSW – Used ONLY by Financial Aid to change a
T-Org on a work study position.
 GRTORG – Used to change a T-Org on a grant funded
student position.
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Electronic Personnel Action Form
EPAF

EPAF Approval
For each EPAF, one or more approvals are required.
Once created, the EPAF must be routed for
approval based on the type of EPAF.
 You can set default routing approvals for your
EPAF’s so that you won’t have to enter the
approvals each time.

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Electronic Personnel Action Form
EPAF

Approval’s Required
PI – Principal Investigator – only for Grant Related EPAF’s.
 RS – Research Services – only for Grant Related EPAF’s
 DEPTHD – Department Head must approve all EPAF’s
 HRAPP – Human Resource Services verifies and applies all
EPAF’s
Department Head’s may designate a Proxy Approver for
EPAF’s.


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Electronic Personnel Action Form
EPAF

Creating EPAF’s


Before you create an EPAF, you will need the individual’s Banner ID
number, the position number, T-Org and date of action.
Log into your Pipeline Account, Click on RaiderNet and the Employee
Tab.
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Electronic Personnel Action Form
EPAF

Creating EPAF’s

Click on the “Electronic Personnel Action Form” link
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Electronic Personnel Action Form
EPAF

Creating EPAF’s

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Click on the “New EPAF” link
Enter the Banner ID (M number), hit tab and verify you have the correct
name.
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Electronic Personnel Action Form
EPAF

Creating EPAF’s


Query Date – this date should be the date of the event. It will default
today’s date, but it’s best to change it to the event date.
Under “Approval Category” use the drop down and select your EPAF
and click “Go”
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Electronic Personnel Action Form
EPAF

Creating EPAF’s


You will now see the job information for the individual. If you are using
a HIRE EPAF, you will enter data in the “New Job” section
You would enter the position number and suffix “00” for a new position
and click “go”
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Electronic Personnel Action Form
EPAF

Creating EPAF’s


If you are using a Re-Hire EPAF, you would select the position you are
re-hiring the individual into by clicking the radio button on the right:
You would then click “go”
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Electronic Personnel Action Form
EPAF

Creating EPAF’s

The EPAF’s have been developed to only require a few fields of entry:

The T-Org must be entered or you will not be able to submit.

You can change the Job Effective Date and Pay Rate if you choose.
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Electronic Personnel Action Form
EPAF

Creating EPAF’s

The EPAF’s have been developed to only require a few fields of entry:

The Routing Queue’s must be entered or you will not be able to
submit your EPAF.
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Electronic Personnel Action Form
EPAF

Creating EPAF’s
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
Once you have entered your approver’s, you will click on the “save”
button at the bottom.
At the top of the page, you will see a green check if your EPAF was saved
successfully. If so, then click “Submit” to submit the EPAF for approval.
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Electronic Personnel Action Form
EPAF

Creating EPAF’s
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

You will see at the top if your EPAF was successfully submitted.
You will also see just below that, the “Errors and Warning Message”
displays. Warning messages will not stop and EPAF from going through.
Errors will stop the EPAF from going through.
The warning message above will always be displayed. Disregard!
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Electronic Personnel Action Form
EPAF

Tracking EPAF’s
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
To review the status of an EPAF, the originator can log into Pipeline and
under the “EPAF Originator Summary” link they can review EPAF
actions:
Under “Transaction Status” you can select for review:
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Electronic Personnel Action Form
EPAF

Tracking EPAF’s

To review an EPAF, you select the individual and you will be able to
review the entire EPAF.
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Electronic Personnel Action Form
EPAF
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Deleting EPAF’s


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If an EPAF was initiated, but not completed, the EPAF transaction will
remain in the “waiting” status. Only “waiting” items can be deleted.
Go to EPAF Originator Summary and select the transaction you wish to
delete and click the delete button.
EPAF Approvers


The department head is generally the EPAF approver and will approve
EPAF’s where before they were signing the PEF.
An approver can designate a “Proxy” approver. The Proxy can log in and
approve EPAF’s.
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Electronic Personnel Action Form
EPAF – What Else?

What should accompany the EPAF
Completed I9
 W4
 Copy of social security card or receipt with name
 TLEA Documentation – Tennessee Lawful
Employment Act effective 1/1/12 requires
employers to obtain lawful resident/employment
verification information.
 Direct Deposit Form

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Student/Hourly Payroll Processing

Questions and Answers?
Thank You For Attending!
Contact Information
Human Resource Services Staff
Alicia Haynes - 2382
Becky Young – 7627
Cindy Camp - 5713
Lisa Batey – 2929
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